Office Manager

Office Manager

Join Southern Illinois' leading healthcare organization, with over 350 team members who believe that in taking care of each other and our patients and clients, we create new opportunities for success and bring big dreams to life. Shawnee Health is seeking an Office Manager for our Shawnee Health Carterville Administration Office. This position reports to the Employee Service Manager.

Essential Job Functions:

• Ensures the proper and timely opening and closing of administrative office in accordance with procedures.

• Responsible for timely processing both in-coming and out-going mail, UPS, FedEx and Airborne shipments; keeping mail distribution lists and sorting bins current.

• Monitors postage usage to ensure adequate supply is available and processes check request for postage as needed. Responsible for postage petty cash fund in accordance with policies and procedures.

• Completes monthly postage machine report for administrative office and downloads report for accounting.

• Picks up administrative office post office mail daily during work week. Drops off administrative office mail to post office daily during work week and Fridays at end of work day.

• Opens and distributes most mail to appropriate individuals throughout office and corporation.

• Runs billing checks received to balance for audit purposes.

• Logs checks made payable to the corporation and provides log for accounting auditing purposes.

• Monitors the corporate email account and distributes emails to appropriate individuals throughout the corporation as necessary.

• Opens and distributes interoffice mail to all corporate sites.

• Responsible for general office tidiness including waiting area, workroom area, kitchen, conference rooms and ensuring items are returned to their proper place. Advises maintenance and housekeeping as necessary.

• Screens telephone calls received at the administrative office, provides information and assistance to callers, and makes referrals to professional staff as appropriate.

• Accepts complaints received via telephone in a calm manner and distributes complaints to appropriate staff for resolution.

• Functions as the public relations ambassador for the corporation, meeting and greeting the public and corporate staff, and providing information and assistance as needed in a caring, helpful manner. Directs visitors to the appropriate area or staff. Creates visitor badges for all sites.

• Responsible for utilizing the most efficient operation of all office equipment including the telephone system, training administrative staff on the use of all equipment, troubleshooting problems, arranging for repair when necessary, and ensuring proper supplies are available.

• Requisitions office supplies and equipment, and checks on supply shipments in accordance with corporate policies and procedures. Maintains supplies in an organized manner, monitors usage to ensure timely reordering, maintains an inventory of supplies, and assists staff in researching and securing special supplies.

• Responsible for making travel arrangements in accordance with policies and procedures for administrative staff and other corporate staff as directed including, but not limited to, making meeting, lodging, and travel reservations, calculating expense advancements, preparing travel vouchers, check requests, and providing all necessary documentation to traveler.

• Maintains a corporate credit card and completes monthly expense reports for submission using corporate software.

• Assists with patient satisfaction surveys by consolidating comment results and forwarding to clinic managers.

• Performs word processing projects for administrative and corporate staff as directed including correspondence, reports, forms, and other needed documents. Responsible for ensuring all word processing documents are identified and saved on computer network according to procedures.

• Maintain corporate program files as directed and assists administrative staff with filing needs.

• Oversee the front office work-flow to ensure timely completion of administrative duties.

• Assists in the development of new procedures to improve office efficiency and patient/client services.

• Attends and participates in office staff meetings, taking appropriate notes to advise staff of new office procedures. Assists and encourages staff in the institution of new procedures.

• Makes proper entries in the online conference room reservation calendars.

• Assists in planning corporate meetings and social events. Coordinates meals for monthly board meetings and other events throughout the corporation.

• Assists and serves as back up to In-House Legal Counsel for managing the Executive Director's schedule and needs.

• Completes mail merges and mass mailings for the entire corporation as directed.

• Provides clerical support to the administrative team as necessary.

Education & Experience Requirements:

• High School Diploma or GED

• Two (2) years secretarial/office manager experience

• Associate's Degree in secretarial field (Preferred)

Competency Requirements:

• Must be capable of high level of discretion in handling confidential information.

• Must be competent in the use of computers.

• Must have excellent communication skills, both written and verbal in addition to interpersonal and organizational skills.

• Must have the ability to maintain patient and employee confidentiality.

• Must be capable of independent problem solving with minimal supervision.

• Bi-lingual (Preferred)

Starting pay range - $19.00-$20.16

Comprehensive Benefits Package:

Health Insurance

Dental Insurance

Vision Insurance

Employer and Voluntary Paid Life

Employer Paid Long Term Disability

Voluntary Short-Term Disability

Accident Insurance

Critical Illness Insurance

Flexible Spending Account

Dependent Care Account

401k Retirement Plan